Training Needs Analysis Template

TNA: organisational, task and individual analysis, competency gap table, priority scoring, interventions, budget, evaluation

EducationStandardtraining needs analysisUpdated Oct 20, 2026

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How to use: Use before committing an L&D budget to a team or role. Start from a business goal and measured performance, then score gaps by impact and urgency. Main pitfall: recommending training for gaps caused by processes, tools or incentives.

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Training Needs Analysis: [Organisation, team or role]

Training needs analysis (TNA) template at the three classic levels: organisational, task (role) and individual analysis, followed by a competency gap table, prioritisation, recommended interventions, budget and evaluation measures. Based on common learning and development (L&D) practice. Replace every [bracketed] value and every row marked Example.

Field	Value
Scope	[Department / role / whole organisation]
Sponsor	[@name, title]
Analyst	[@name]
Population	[Number of employees and roles in scope]
Data collection period	YYYY-MM-DD to YYYY-MM-DD
Version / status	[0.1, Draft / Final]
Last updated	YYYY-MM-DD

1. Executive summary

[Example: "The field service team misses its first-time fix target (72% against 85%). The analysis found three priority gaps: diagnosing faults on the new heat-pump range, using the mobile parts system, and explaining repairs to customers. We recommend a blended technical programme, a job aid in the mobile app, and coaching for new hires, at a cost of about $99,000, with an expected rise in first-time fix to 82% within nine months."]

2. Background and objectives

Item	Description
Business driver	Example: Launch of new heat-pump product line; first-time fix rate falling
Key performance indicator	Example: First-time fix rate, customer satisfaction (CSAT)
Objectives of this TNA	Example: Identify skill gaps behind repeat visits; recommend and cost interventions
Decisions informed	Example: L&D budget for next fiscal year; onboarding redesign

2.1 Methods and data sources

Method	Sample	Period
Example: Performance data review	14,200 job records	Last 12 months
Example: Structured interviews	6 supervisors, 12 technicians	YYYY-MM
Example: Self and manager competency ratings	118 of 130 technicians (91%)	YYYY-MM
Example: Job observation	10 ride-alongs	YYYY-MM
[Method]	[Sample]	[Period]

3. Organisational analysis

[Describe strategic goals, upcoming changes, performance trends and the climate for learning: whether managers will release time and reinforce new skills on the job.]

Factor	Finding	Implication
Example: Strategy	Heat pumps to be 40% of installations by next year	Technical capability is critical
Example: Performance	Repeat visits cost $410,000 a year	Strong business case
Example: Learning climate	Supervisors willing to coach but lack time	Build coaching into schedules
Example: Constraints	Technicians cannot be off the road more than 1 day per month	Prefer short, modular, mobile learning
[Factor]	[Finding]	[Implication]

4. Task (role) analysis

Task	Standard of performance	Knowledge, skills and behaviours	Importance (1-5)
Example: Diagnose heat-pump faults	Correct diagnosis on first visit in 90% of jobs	Refrigeration cycle; controller error codes; use of diagnostic tool	5
Example: Order and track parts	Parts ordered before leaving site; correct part number	Mobile parts app; product catalogue	4
Example: Explain repair to customer	CSAT >= 4.5 of 5	Plain-language explanation; expectation setting	4
[Task]	[Standard]	[KSBs]	[1-5]

5. Individual analysis

Proficiency scale used throughout: 1 = aware, 2 = needs supervision, 3 = independent, 4 = proficient in complex cases, 5 = can teach others.

Group	Headcount	Key observations
Example: Technicians under 2 years	46	Lowest diagnosis ratings; most repeat visits
Example: Experienced technicians	84	Strong on older products; limited heat-pump exposure
[Group]	[n]	[Observation]

6. Competency gap analysis

ID	Competency	Required level	Current level (mean)	Gap	Population affected	Evidence	Cause
CG-01	Example: Heat-pump fault diagnosis	4	2.3	1.7	112 technicians	61% of repeat visits are heat-pump jobs	Skill
CG-02	Example: Mobile parts app use	3	2.1	0.9	70 technicians	18% of orders placed after leaving site	Skill and tool usability
CG-03	Example: Customer explanation	4	3.2	0.8	46 newer technicians	CSAT comments on "unclear explanation"	Skill
CG-04	Example: Safety documentation	3	2.8	0.2	All	Audit findings minor	Process (form too long)
CG-05	[Competency]	[ ]	[ ]	[ ]	[ ]	[ ]	[Skill / knowledge / process / tool / motivation]

7. Prioritisation

Priority score = impact (1-5) x gap size (1-5) x urgency (1-3), maximum 75.

Gap	Impact	Gap size	Urgency	Score	Priority
CG-01	5	4	3	60	High
CG-02	4	3	2	24	Medium
CG-03	3	2	2	12	Medium
CG-04	2	1	1	2	Low (process fix)

8. Recommended interventions

Gap	Intervention	Format	Audience	Duration	Owner	Timing
CG-01	Example: Heat-pump diagnostics programme	2 e-learning modules + 1-day hands-on workshop	112 technicians	6 hours	[@l-and-d]	Q1-Q2
CG-01	Example: Error-code job aid in mobile app	Performance support	All	Ongoing	[@product]	Q1
CG-02	Example: App walkthrough plus usability fixes	20-minute micro-learning; product change request	70 technicians	20 min	[@l-and-d], [@it]	Q1
CG-03	Example: Customer conversation coaching	Ride-along coaching with checklist	46 newer technicians	3 sessions	[@supervisors]	Q2
CG-04	Example: Simplify safety form	Process redesign (no training)	All	Not applicable	[@safety]	Q1

9. Budget

Item	Basis	Cost
Example: Workshop delivery (8 sessions)	8 x $4,500	$36,000
Example: E-learning development (2 modules)	2 x $12,000	$24,000
Example: Technician time off the road	112 x 6 h x $40	$26,880
Example: Job aid development	Fixed quote	$6,000
Example: Coaching time (supervisors)	46 x 3 x 1 h x $45	$6,210
Total		[$99,090]

Expected return: if first-time fix rises from 72% to 82%, avoided repeat visits are worth about [$146,000] a year based on the current cost of repeat visits.

10. Evaluation measures

Measure	Level	Baseline	Target	When	Source
Example: Participant satisfaction	Reaction	Not applicable	>= 4.2 of 5	After each session	Survey
Example: Diagnostic assessment score	Learning	58%	>= 85%	End of programme	Practical test
Example: Parts ordered on site	Behaviour	82%	>= 95%	3 months	Parts system
Example: First-time fix rate	Results	72%	82%	9 months	Job records
[Measure]	[Level]	[ ]	[ ]	[ ]	[ ]

11. Risks and next steps

Item	Detail	Owner	Due
Example: Risk: supervisors lack coaching time	Agree 2 hours per week in schedules	[@ops-manager]	YYYY-MM-DD
Example: Next step: approve budget	Present to leadership team	[@sponsor]	YYYY-MM-DD
[Item]	[Detail]	[@owner]	YYYY-MM-DD

Standard and licence note

Based on common learning and development practice for training needs analysis, including the widely taught three-level model of organisational, task and individual analysis. Original text written for this collection; example figures are illustrative. Template licence: MIT.

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